Band 3 Fleet Assistant

·Provide a high standard of clerical support with the Transport Department.

·Assist with the co-ordination and planning of routine and preventative vehicle maintenance including tail-lifts.

·Ensure timely processing of invoices via FPM computer system.

·Assist with the validation of work carried out by Vehicle Maintenance and Tail-lift Contractors.

·Liaise with Maintenance Contractors when necessary in relation to repairs, breakdowns etc.

·Assist with the monitoring of Contractors, ensuring they adhere to the Terms and Conditions of the Vehicle Maintenance and Tail-lifts Contracts.

·In addition as a member of a clerical team, to provide clerical support to other members of staff within the department.

·Typing letters, reports, forms and memos using a word processing system when required.

·Provide administrative support at meetings including minute taking and issuing relevant documentation.

·Liaise with outside agencies and other disciplines, dealing with queries as appropriate.

·Collation of information in order to populate spread sheets for weekly/monthly and quarterly returns.

·Maintaining manual / computerised records, data bases and spread sheets.

·Maintaining an up to date filing system.

·Collation of information relating to Furniture moves within the Trust and scheduling of same.

·Assisting in the training of other administrative staff within the department and appropriate to the post.

·Providing cover as required for other clerical staff.

·Inputting and retrieving from computerised systems on a regular basis.

·Dealing with telephone queries, recording and delivering clear and concise messages and obtaining and passing on information.

·Process and distribute all incoming mail and prepare outgoing mail as required.

·Participate in training appropriate to the duties.

·Provide administrative cover as required during the absence of other staff or during periods of excess workload.

·Undertake any other duties as assigned by the Manager to ensure the needs of the department are met.